HR Assistanat

5 يوليو، 2023

0 0 3 دقائق

HR Assistanat / Amman – Mafraq

Background

The Admin/HR Assistant is responsible for ACTED administrative support. S/He will be responsible for ensuring efficient communication, and internal management of international staff management tasks, stationery, and update of ACTED directories.

Location: Amman – Mafraq

This role requires a specific schedule to be shared between Amman & Mafraq offices

Adherence with acted’s greening policy:

ACTED’s greening strategy aims to tackle environmental degradation and climate change while meeting the needs of the most vulnerable who are often those most affected by the deepening environmental crisis. Each ACTED employee will adhere to these principles through key green programming responsibilities:

Contribute towards the adherence and development of the greening strategy plan.
Explore innovative green programming opportunities and/or solutions within your realm of responsibilities and roles.
Encouraging and promoting environmental safeguarding processes and environmental programming standards in accordance with SOPs and technical guideline notes

Adherence with Acted’s pseah policy:

The Admin/HR Assistant has the responsibility to adhere to the PSEAH Policy (Protection against Sexual Exploitation, Abuse and Harassment). The Admin/HR Assistant has the obligation to complete all mandatory trainings related to the Code of Conduct and the PSEA policy and report any safeguarding concern such as breaches of organisational policies or codes of conduct according to ACTED’s procedures. The Admin/HR Assistant carries out work duties in a way that does not harm children, vulnerable adults or other staff or volunteers

Objectives

Administrative assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office.
Supports Managers and employees through a variety of tasks related to organization and communication.
Ensure all templates and processes used for international & National staff are in line with manuals ,regulations, and guidelines.

Duties and Responsibilities

Attendance and leaves management

Control and check the attendance of the staff including “collecting and reviewing the attendance sheets, following up on leave requests.
Inform Senior HR Officer of any observed breach of ACTED regulations related to attendance that could lead to disciplinary actions as per ACTED HR Manual.
Sharing breakdown sheet with finance department on monthly bases on time and I make sure to update finance for any updates on the leaves balance.
Follow up on staff leaves and share the updated leave balances with Managers by the end of each month.
Identify magnetic access card for newly hired staff and track their records through the access card machine .
Download the national staff attendance report on and check it with the leaves on monthly bases.
Validation of HOMMERE leaves database updates.

International staff Management

Update leaves follow up table for international staff.
Conduct induction for any new international staff
Issuing letters and official documents related to staff needs, such as letters of employment to embassies, governments, GoJ… etc.
Respond to inquiries and facilitate matters with relevant departments, HQs, etc.
Coordinate with the lawyers for issuing work permits – when requested – which includes collecting all the needed documents, requesting translation of documents & drafting official letters an at the same time arrange with staff to comply with requirements.
Update the international staff info follow up sheet and ensure that all international staff have valid visa.
Handling the offboarding process for international staff .
Update international staff personal folder & archiving database on regular basis & ensure the accuracy of data.
Make/laminate ID cards for International and National staff when needed.
Regular communication with ACTED HQ regarding international staff leaves and attendance and any other related documents.

Filing& Archiving

The HR/Admin Assistant shall be in charge of ensuring that there is an accurate and efficient filling system, in line with ACTED’s requirements, in hard and soft copy. In this regard, H/She shall put in place accurate folders (recruitment, CVs, memos…) notably personal folders as follows:

Create personal folders for national and international staff at the day of their arrival.
Make sure all personnel files are well scanned on server.
Liaise with compliance department for any audit and provide them with all needed documents when requested and make sure the files are well returned.
Ensure confidentiality of personal folders.
Ensure a follow-up/update of the personal folders as soon as there are update or new documents flow.
Maintain and check the Administrative-filling system by filling all Administrative Documents and letters.

Human Resources & Administration Management

Ensure an adequate provision of office supplies according to the ACTED Logistic Manual (preparation of Order Forms, etc.) and the accurate distribution of these items to ensure cost efficiency.
Follow up the office supply stock, in coordination with Logistics and as per ACTED’s guidelines.
Update Authorized Signatory table whenever one of the signatories is changed.
Update ACTED contact directories (emailing list, contact list , WD).
Onboarding: Prepare the contracts & all needed documents (Briefing Schedule ACTED Badge, CoC, ) for new hire staffs in line with ACTED’s templates and follow up on any renewal, amendment, and update relevant tracker.
Arrange field visits as needed.
Any other tasks assigned by line manager.

Key Performance Indicators